Kiphart Center Administrative Coordinator

Department

Crown International Program

About the Department

The Crown Family School of Social Work, Policy, & Practice (Crown Family School) builds upon a legacy of more than a century of scholarship, education and leadership in social work and social welfare, blending a distinctive interdisciplinary tradition with applied problem-solving to foster innovative solutions to some of society’s most pressing social problems.

For more information about the Crown School, please visit our website at : .

The Crown Family School is the home of several academic centers. These include the Susan and Richard Kiphart Center for Global Health and Social Development, the Urban Education Institute (UEI), the Chicago Center for Youth Violence Prevention, the Center for Health Administration Studies, the Smart Decarceration Project, the Employment Instability, Family Well-being, and Social Policy Network (EINet), and the Network for College Success.

The Susan and Richard Kiphart Center for Global Health and Social Development was established to advance research, training, and community initiatives to promote global health, health equity, and social development around the world.

Focusing on the social determinants of health, the Kiphart Center draws on expertise and resources from the University of Chicago to foster interdisciplinary work across the fields of public health, medicine, and the social sciences to build knowledge, train students, and incubate innovative interventions.

Job Summary

The job provides specialized business support for routine office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices.

Ensures the correct functioning of facilities, office and / or business support services.

Responsibilities

Assist with organizing and planning departmental and special events.

Coordinate the visits of speakers and others to the department : Prepare itineraries, assist visitors with travel arrangements, process travel reimbursements.

Process reimbursements / payments for faculty, staff and students.

Maintain calendar of events.

Schedules diverse and complex appointments and meetings

Assist with maintenance of the department website and email distribution lists.

Assist with the creation of print and digital marketing materials for various programs and events

Assist in developing and maintaining social media presence of Kiphart related programming

Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.

Supports Kiphart Advisory Committee meetings and planning.

Coordinate special projects as directed by the Kiphart faculty and staff.

Assist with the preparation of presentations, reports and correspondence.

Prepare write ups for recommendations for operational and administrative problems.

Provides administrative support for organization leaders, coordinating information flow from leaders to other staff and external audiences

Initiates correspondence and other written materials, both under own signature or on behalf of organization leaders.

Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.

Manages a portion of the organization budget, monitoring and reconciling accounts. Prepares financial and / or administrative reports.

Performs other related work as needed.

Minimum Qualifications

Education :

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience :

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications :

Preferred Qualifications

Experience :

Previous Administrative Assistant experience meeting planning / set up, reimbursement processing, maintaining calendars, travel arrangements and itineraries.

Courses in global field or other volunteer / internship experiences .

Familiarity with central administration within a complex research university environment .

Preferred Competencies

Excellent verbal and written communication skills.

Excellent interpersonal and customer service skills.

Ability to handle public contacts with courtesy, clarity, and diplomacy.

Excellent problem-solving skills.

Ability to use appropriate resources to resolve an issue.

Ability to follow an issue through to resolution.

Considerable skill in working both independently and as a team member.

Ability to take initiative and organize and complete projects with minimal supervision.

Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.

Proficiency with word processing applications, spreadsheets and databases.

Experience with other software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, Canvas, and Photoshop or the equivalent).

Experience with website management and content.

Working Conditions

Office environment.

Hybrid mix of in person and remote days.

Occasional nights and weekends required (advanced notice will be given).

Application Documents

Resume (required)

Cover letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Non-Exempt

Pay Frequency

Biweekly

Scheduled Weekly Hours

Benefits Eligible

Drug Test Required

Health Screen Required

Motor Vehicle Record Inquiry Required

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For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history.A conviction does not automatically preclude University employment.

Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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